Administrative Assistant

While this position welcomes applications from the public, please note that preference will be given to current employees at the University of Alberta. Please indicate your internal status using the “Advertisement” drop down menu when applying.

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of 1 year plus 1 day with the possibility of extension and offers a comprehensive benefits package which can be viewed on our Benefits Overview page .

Location – Work primarily takes place at North Campus Edmonton.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Working for the Department of Pediatrics

The Department of Pediatrics at the University of Alberta is one of Canada’s leading academic health centres for pediatric specialty and subspecialty education and research. We also work in conjunction with the Stollery Children’s Hospital to provide leading-edge clinical care. Members of the department are dedicated to improving child health.

Position 

Reporting to the Academic Administrative Team Lead, the Administrative Assistant provides administrative, academic and research support to faculty within the Department of Pediatrics. The incumbent is tasked with managing schedules, compiling correspondence, identifying problems and suggesting remedial action in a timely manner. The Administrative Assistant must be able to work under minimal supervision and ensure completion of work often with tight deadlines and competing priorities. A working knowledge of the University of Alberta, Faculty of Medicine and Dentistry and Department of Pediatrics policies and procedures is required. Confidentiality is imperative, as is a professional manner when dealing with sensitive information. The position is part of an administrative support cohort which will provide administrative support to faculty members within a portfolio of subspecialty divisions in a clinical department.

Duties 

Research:

• Conducts literature searches; pulls journal abstracts and articles
• Assists in the preparation of journal reviews and appendices
• Prepares presentation materials (posters, PowerPoint etc)
• Supports knowledge dissemination including written reports, summaries and oral presentation
• Provides administrative support to research projects including assisting with funding applications, research ethics applications, abstracts, manuscripts, correspondence and budgets
• Prepares consent forms, ethic submissions, renewals and amendments (Human Research Ethics Review Board)
• Updates and formats CVs

Administrative:

• Assists in the preparation of memos, administrative letters, absence notices etc
• Assists with the Annual Report by collecting and summarizing relevant information throughout the year
• Composes routine correspondence for signature, tracking items to ensure timely action
• Maintains a comprehensive daily, weekly, and long range electronic calendar for faculty members of administrative, research, teaching and travel commitments schedules
• Coordinates and confirms meetings, teaching commitments, enters call rotation schedules and other appointments as required in faculty members’ electronic calendar
• Prepares meeting and presentation materials
• Reviews and prioritizes daily incoming correspondence and initiates action or completes action where appropriate
• Maintains efficient electronic and paper filing systems
• Prepares itineraries, makes travel arrangements, and coordinates travel & expense claims for reimbursement
• Coordinates and provides secretariat support for meetings, including logistics, agenda, and minute distribution
• Records minutes when required
• Coordinates divisional events and workshops

Financial:

• Collaborates with DoP Operations staff and University Central Services unit in managing faculty research accounts
• Coordinates and tracks invoices and expenses for divisional faculty members
• Coordinates purchasing including preparing purchase orders
• Prepares all travel expense claims through the Department of Pediatrics, Alberta Medical Association, Professional Expense and/or individually held subaccounts or grants
• Verifying and reconciling credit card expenses

General Administrative Responsibilities:

• Provides cross coverage for absences within the support staff complement
• Performs general administrative tasks for divisional and departmental operations
• Maintains desk manuals and office protocols specific to the role (SOPs)
• Other duties as assigned

Qualifications

• High school diploma, supplemented by secretarial and/or administrative coursework
• Computer proficiency using MS Office Applications (Excel, Word, Outlook, Access, PowerPoint) and Google applications
• Familiarity with reference management tools and research search engines (EndNote, PubMed, Cochrane etc)
• Minimum two years related office experience, preferably within an academic institution
• Minimum 12 months on-the-job training required to be considered at the full working level
• Excellent communication (oral and written), interpersonal, organizational, problem solving and time management skills
• Ability to work independently and within a team environment
• Strong commitment to client service with a positive and professional approach

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.